SAP Knowledge Base Article - Public

2080108 - Workflow Role Types - Employee Central


  • This article provides an overview of the type of roles that can be used in your approval workflows. 
  • What are the different types of roles that can be used in workflows?
  • What happens if a Manager is not assigned to the Subject user and I use this Role as an approver in the workflow configuration?
  • Where in home page can a contributor see pending workflows?


SAP SuccessFactors Employee Central: Workflows


The assignable role types for workflows and an example of their uses are listed below:

For more Information, Please reference this page in the guide

  • Role - The system determines the participants by the reporting line. They can be employees themselves or their managers, matrix managers, HR representatives, and so on.

    Use the Relationship to Approver field to specify if the role is determined based on the subject user of the workflow (Employee) or the workflow initiator (Initiator).

    For example, the step approver or contributor can either be the manager of the workflow subject user or the manager of the workflow initiator.

Example: Manager, HR Rep, etc. - This is assigned based on a relationship defined in a user's record. Example; Manager from the employee's job record OR HR rep, Matrix Manager, defined in the employee's Job Relationships.

    • Note:
      • If the Subject User does not have a 'Manager' or a 'Manager's Manager' associated with their Basic User's Data
        • No Person will be derived as an approver for either role if they are used in the workflow configuration

    • The following approver roles only work with the subject user of the workflow (Employee):

      • Employee HR

      • Matrix Manager

      • Custom Manager

      • Second Manager

  • Dynamic Role

    The participants are dynamically determined according to event reason of the change or certain foundation data of the subject user.

    The dynamic role can be employees, positions, or dynamic groups, which is created and assigned according to certain foundation objects, such as job classification, department, pay grade, and event reason. Employees under specific job classifications, when there are data changes, the workflow requests or notifications are sent to the individuals or positions defined under that dynamic role.

Example: Controller, VP, etc. - This is assigned based on information in an employee's record that matches the definition in the dynamic roles. Fields such as Legal Entity, Business Unit, and department are commonly used. The definition of the Dynamics roles are managed in the Foundation objects. Example; There are 2 VP's, one for South America and one for EMEA. If you hire an employee and they are in the EMEA Legal Entity the approval would route to the VP for EMEA only.

Special Note: Dynamic roles aren’t supported when the workflows are triggered for MDF generic objects.

Creating a Dynamic Role

With dynamic roles, you can flexibly assign different users, positions, or dynamic groups as workflow approvers, contributors, and CC roles according to certain foundation data of the subject user or MDF position object. So, for employees or positions of a particular job classification, or for data change of a particular event reason, the workflow approval requests or notifications are sent to the users or positions defined in the dynamic role.

  • Dynamic Group - The participants are a group of users that you define based on their personal or job information. When a workflow is addressed to a dynamic group, all individuals within this group receive the approval, comment requests, or workflow completion notices.

Example: US HR Reps, Comp Admins, etc. - This is for an assigned permission group to be designated as approvers. This sends an approval request to all members of the specified group. Once the workflow is approved the request the approval notification is removed from the other group members' pending approvals and to-do list queues. These workflow groups are managed in Admin Tools>Manage Workflow Groups.

Creating a Dynamic Group

You create a group of users based on certain personal and job information. Employees are dynamically included in the group, which you can use as workflow approvers, contributors, or recipients of completion notice.

  • CC - An email is sent to notify the recipient of workflow completion. Once a workflow is completed the named users in the CC role will be sent a notification email of the workflow completion. The external e-mail address that is to be informed when the workflow is completed.

  • Contributor - Who can provide their comments during the workflow. It is helpful when you want people to add their comments which might help the approvers with decisions. Contributors are also notified via Email of any progress or changes during the entire workflow. They do not get to do list created in their home page for the workflows where they are contributors. They can however use Pending Requests page > My Notifications to see the workflows they are part of as a contributor role and also use the workflow link in the email notification that they receive about each workflow step that they are part of.

See Also

2080181 - Respect Permission Functionality in Workflow Configurations - EC


WFL, Approver, EC, SF, SFEC, SFSF, EmplCentrl, Workflow Participants, Roles, Dynamic Roles, Managers Manager, Approver Skipped, Workflow Participant Types, Contributor, CC , KBA , LOD-SF-EC-WFL , Workflows - Configuration, Tools, Objects & Rules , LOD-SF-EC , Employee Central , How To


SAP SuccessFactors Employee Central all versions ; SAP SuccessFactors HCM suite all versions